Administrative Assistant

Job Purpose

To contribute to the day to day smooth functioning of the department through the performance of various tasks including, but not restricted to handling departmental communication, office management and making necessary travel arrangements.

Principal Accountabilities

Communication:

• Receives telephone calls and records and relays messages

• Receives/prepares/disburses departmental communication e.g. letters, memos, faxes, etc ...

• Coordinates/follows up with other departments for purposes of information gathering

• Prepares fairly complex reports/documentation (often technical in nature) as requested by the manager

• Prepares presentations to internal/external parties

• Prepares meeting agendas and takes the minutes of the meetings

Office Management:

• Schedules meetings and reminds manager/department staff of the same

• Coordinates conferences/events/activities

• Organizes and maintains departmental files

• Requests and receives office equipment/stationary

• Receives department visitors

• Enters employee leave requests after ensuring that the proper approvals are in place and confirms that employees resume duty as per the approved leave

• Monitors staff attendance and informs the manager of late arrivals/early departures

Travel

• Handles necessary travel arrangement through coordination with government relations and travel agents

General

• Performs similar or related tasks as requested by the manager

• Records departmental budget expenditure

Additional Principal Accountabilities

Experience

Secondary Education (12 grades)
3 years experience in a similar capacity
Sound knowledge of Microsoft Office (Word, Excel and Power Point)
Good written and spoken English/Arabic
Good interpersonal skills